Minutes of the IFSAM 2003 Council Meeting,

(held on 17^th September 2003 at the Radisson SAS Hotel in Amsterdam, The Netherlands)

Present Joan van Aken, Greg Bamber (arrived during lunch), Jean Bartunek, Sue Bruning, Elizabeth Chell, Zhicheng Chen, Ray Cooksey, Juan José Duran, Ursula Hansen, Sten Jönsson (left after #5), Shinshi Kataoka, Rolf Lundin, Albert Mills, Yvon Pesqueux, Eric Simon, Yoshiaki Takahashi, Pieter Terlouw, Rosalie Tung, Wolfgang Weber, Zhang Yang, Hèla Molijn (notes)

Apologies Jone Pearce, Klaus Macharzina, Su Dongshui.

Rolf Lundin, President of IFSAM, welcomes all participants, with special attention to the representative of ACEDE, (Spanish Academy of Management) Juan José Duran.

It is pleasing to see that a large part of the council members attends the meeting. This shows a great interest in IFSAM, which is important concerning the issues to be discussed and the decisions to be made during the meeting.

All members introduce themselves, the secretariat is complimented for the way the preparation of the meeting was performed and communicated.

On page 4 of the minutes the second “b)” can be removed, with this correction the minutes of the 2002 council meeting are accepted.

No remarks were made.

Sten Jönsson (School of Economics and Commercial Law of Gothenburg University) presents the planning and brochures/poster for the 7^th World Congress. The sheets that are shown are handed out to all Council Members to be distributed among the home academy members. The posters are available in the meeting room so it is possible to take them along as well. Of course more copies can be retrieved from the organisation committee of which the address is mentioned on the brochures. One can also obtain extra copies from the IFSAM Secretariat.

Shortly the order of the names of SAM and IFSAM is discussed. As many of the former congress (like the one in Australia) followed this order of names too, the organisational committee has chosen this order.

The reviewing process is planned as following, and, of course is still open for suggestions: papers that are to be reviewed will be collected in Gothenburg, labelled and then distributed to the national chairs. These national chairs still have to be nominated, the council members are asked to nominate candidates. The names can be passed on to the secretariat.

After collection, the names of the national chairs will be forwarded to Sten Jönsson who will take care of distributing them to all chairs and will have them published on the SAM and IFSAM web-sites.

Yvon Pesqueux from FNEGE – France volunteers being National/Program Chair for France. The conference organisers organise a second review of papers themselves. The two reviews of each paper will be combined for a decision.

The presentation sessions are planned to take place in different languages. This way a larger number of papers is expected.

In the meeting a few suggestions were made to help the organising committee to attract participants:

The University of Gothenburg will host the 2004 IFSAM Council Meeting. During this council meeting in Amsterdam it will have to be decided when to have the meeting: before or after the congress. The decision is made later on in the meeting:

Decision 1.: it was agreed that as the congress starts with registration on

Sunday afternoon, 4^th July, it will be possible to plan the Executive Meeting

on Friday, 2^nd July and the Council Meeting on Saturday, 3^rd July, with an

extension to Sunday morning.

Concerning proceedings this organisational committee refers to the congress, that was held last year in Brisbane, Gold Coast – Australia. Every accepted paper was published on a CD, which was handed out to all participants.

ASAC notices that the fee for the congress will be a very high expense for the Canadian doctoral students. After a short study of the brochure it turns out that the fee includes lodging which makes the difference. A remark concerning this misunderstanding will also be signposted at the web-sites as it will be important for other participants too.

Rolf Lundin starts his report referring to the perfect way all items and documents have been communicated amongst the Executive and the Council Members of IFSAM.

A compliment is made towards the IFSAM secretariat, especially to Hèla Molijn.

Secondly he refers to the decision that was made during the 2002 Council Meeting regarding the Chinese bid regarding the organisation of the 2006 Congress in China.

That bid was not accepted, and both Chinese member associations were given the opportunity to deliver a joint proposal by 30^st December 2002. Unfortunately no such proposal was received. Further information will follow later in this meeting when item 11 is discussed.

In his report, he points at the importance of an increase of the number of member associations. With Pakistan and Slovenia no real contact has been established yet, with Poland on the other hand, contact has been established, as well as South-Africa. Assisted by Dave Whetten, Rolf Lundin has been able to establish a quite strong contact with Professor Rensburg of the South-African Institute of Management Sciences, a visit to them is planned for later this year.

Wolfgang Weber mentions that he has contact with the Eastern Academy of Management in South Africa and offers to help out when necessary.

The Japanese Academy mentions that contact is made with the Korean Academy of Management, this academy will have their annual meeting in Casaba. Information on this organisation will be handed over to Rolf Lundin, so he will be able to contact this academy as well.

Rolf Lundin reports that letters were sent to the Presidents of the various Member Academies of Management, in order to strengthen the contact and to retrieve information on their Academy. Unfortunately he only received 2 reactions.

EURAM was contacted concerning the 2004 Congress in Gothenburg. As EURAM sees IFSAM as a competitor, the proposal that was made concerning co-operation was refused. Adjacent to this information it was noticed that EGOS, which is a bigger competitor of EURAM, had their annual meeting in Slovenia. Euram is operating in the same field, further, careful contact will be made after 2004.

On March 1, 2003, a mini meeting took place in Amsterdam between Ursula Hansen, Rolf Lundin and Pieter Terlouw. Some main IFSAM issues were discussed like the value of IFSAM, its strategy and memberships. These issues will be discussed later on in this meeting (item 15).

First of all Pieter Terlouw, Secretary of IFSAM requests all participants (member-

organisations) to send detailed information on the organisation they represent, like an

annual report, to the IFSAM Secretariat. This way communication with members can

be improved. He would also like to receive further detailed information on the organisations. In order to retrieve this information a form will be drawn up and sent to the members to fill out and return. Decision: to be included in the action plan, see item 15.

Secondly a remark is made concerning the attempt to set up an official IFSAM archive;

the council members are asked to send the secretariat the paper documents they have

concerning the previous Council Meetings. Furthermore the members are asked to forward names of people that might have IFSAM archives to the secretariat . The names of Dave Whetten and André Petit are mentioned, these two will be contacted by the secretariat.

In order to improve communication, it is suggested to improve the IFSAM website. The information that will be retrieved via the earlier mentioned form, will be put on the website to make sure that all published information, is up to date.

A next step to improve communication building a newsletter could be an option.

The academies of Management that are now member of IFSAM are:

NOBEM (/the Netherlands), FNEGE (France), ANZAM (Australia), the Japanese Organisation of Management, the two Chinese organisations of Management, AoM (USA), ASAC (Canada), BAM (United Kingdom), ACEDE (Spain), SAM (Sweden etc.),

VdH (German speaking countries), ANZAM (Aus) and Italy.

From Jone Pearce, Past-President of AoM, it is known that he has close contact to the Brasilian Academy of Management (ANPAD). He will be asked to help retrieving ANPAD as member of IFSAM again.

The report that is shown was partly drawn up by Yvon Pesqueux, who was treasurer of IFSAM until 31^st December 2002, and Eric Simon, who became treasurer as of 1^st January 2003.

Concerning the accounts for 2002 and budgets for 2003 and 2004 it was noticed that the payment to the Secretariat will not only have to be made in 2003, but in 2004 as well. This will change the budget, and it will diminish the budgeted surplus at December 31 at bit more (it will become 90,457.23 USD).

Furthermore is was noticed that the USD 10,000 that is budgeted for the President’s Office is not a yearly payable amount, but is destined for the President during his term completely as President of IFSAM. It turns out that none of the Presidents of IFSAM used this amount, so always a part has been returned.

A second amount of USD 10,000 is budgeted for the member organisation that organises the IFSAM Congress. This amount too has always been returned completely as it is used as a start-up money , but all conferences turned out to make a profit.

Conclusion of the budgets is that IFSAM depends for its income on the congresses that are organised bi-annually and that that income should be improved as costs have increased with the coming of the IFSAM Secretariat and the planned improvement of the website.

The other income of IFSAM consists of the fee that is paid by the member organisations of IFSAM. Therefore it is important to renew contact to lost members. Fortunately the contact with Spain is regained again, it should be possible to do the same with the Italian Academy of Management and perhaps even some other academies too.

At 13.00 h the meeting is recessed for lunch (30 minutes later than planned)

The meeting starts again at 13.45h with a small change in the planned order of the

agenda items. Item 13 is considered to be an item that can be handled easily and

therefore handled first.

Decision 2.: it was agreed that Wolfgang Weber from the Paderborn

University, Germany will be President Elect of IFSAM for the remaining

period of 17^th September 2003- 31^st December 2004.

In reaction to his election Wolfgang Weber shortly thanks all members for their trust

and mentions that perhaps his personal network can be of help in increasing the number of IFSAM Members Organisations.

11. Decision on the location of the 8th world congress to be held in 2006.

The German bid for the organisation of the 2006 Congress was received by the secretariat and was sent out together with all other meeting documents. Just before the start of the meeting a Chinese bid was handed out to all council members.

The council has the task to choose between these two bids.

A few remarks in favour of the German bid are made by the President.

He states that the Chinese bid first of all has not been delivered on time to the Secretariat, the German bid did. In the 2002 Council Meeting it was decided that the Chinese member organisations are given a second opportunity in offering a bid for the 2006 IFSAM Congress. However, the Council would expect a Chinese bid into which both Chinese organisations are involved and the bid should have arrived at the IFSAM secretariat before December 30, 2002. Neither of the mentioned conditions were followed. The decision should therefore be in favour of the German Academy.

Sue Bruning from ASAC (Canada) shortly informs the council that she visited both Chinese organisations while she was in China for a research project. She researched the status of both organisations, using the normal criteria like the governmental role in the organisation and the functions of the various members (they should be part of various networks instead of one). It appeared that both organisations meet different criteria of being a member organisation of IFSAM, which implicates why China was allowed earlier to be represented by two organisations. A clear report was sent to the President of IFSAM, Rolf Lundin.

Decision 3.: it was agreed that that the 2006 congress will be organised by

the German Academy of Management. Furthermore it is decided that the

Chinese member organisations are given a new possibility to send a co-

operative bid to the Secretariat, into which the following criteria should be

considered:

Adjacent to this decision Zhang Yang from the Shanghai Organisation reacts, stating that according to this decision there will be enough time to prepare a decent bid into which all criteria will be followed. He mentions that there has been a co-operation with the Beijing organisation since the past half year and that the bid that was handed out already had been made in close co-operation. Zhicheng Chen acknowledges this. Both parties are happy with the extra time to prepare the Congress, which they plan to take place right before the Olympic Games in 2008. Zhang Yang also mentions that the congress is planned to take place in two cities, both for 2 days. The IFSAM council however does not agree with this, due to keeping cost low

The council further decides that the new bid will only be accepted if it covers all four mentioned criteria.

All Chinese participants agree to this, and as a positive gesture hands are shaken. To underline this co-operation, this shaking of hands is photographed and will be published on the IFSAM web-site.

Germany happily accepts the decision to organise the 2006 Congress. The organising committee will sort out possible dates and communicate them with the council. Further decisions on the programme will also be discussed first in the council. A first report on the progress made is expected in the council meeting of 2004.

9. Report on the 2002 World Congress at the Gold Coast, Australia.

Greg Bamber, who just made it to arrive for the meeting during lunch, is happy to be able to give positive feedback on the ANZAM/IFSAM congress that took place in July 2002. Although the number of participants turned out to be slightly disappointing, the USD 10,000 will be returned to IFSAM. Furthermore an amount of AUD $ 6,893,86 will be returned to IFSAM as share of the profit that was made. This explanation clears the question that rose concerning the different amounts that were mentioned in the budgeted surplus over 2003 and 2004 of the treasurer’s report.

The amount of AUD follows the 20% rule.

Amongst the council members the thought rises that perhaps a kind of taskforce can be formatted in order to sort out the best way of transferring money to different countries with the smallest amount of bank costs.

Until now it turns out that banks demand high prices for transferring money internationally.

This will be researched (by the treasurer) although it will not be easy to find a solution, because it already has been bothering the various members for a long period of time.

Following the report on the 2002 Congress the German Academy would like to receive a kind of how-to-do list from ANZAM concerning the preparation of the Congress. This list will be allocated and sent to Wolfgang Weber and Ursula Hansen. It is suggested that it might be wise for every congress organisation member to put its experiences on a CD and forward it to the next congress organising member, so all experiences can be shared by all members.

10. Policy for the profit/loss of IFSAM congresses. In the document that was sent out a proposal is made that local members, organising the IFSAM Congress, in order to keep IFSAM’s financial position less riskfull, repay the USD 10,000 “seed money” to IFSAM, together with 20% of the remaining profit, in case of profits for a congress.

All Council members unanimously agree to this proposal.

The document has been sent to all participants with all other meeting documents.

Concerning this item the President states that due to policy of The Academy of Management (USA) the Eastern Academy of Management can not count with sponsoring from AOM. IFSAM will therefore have to look for a different location for its annual council meeting in 2005. The President will leave for South-Africa later this month to pay a visit to Professor Rensburg, who is member of the South African Institute of Academies of Management. He will propose this item to Professor Rensburg and see what happens. It will also be made clear IFSAM will take care of all the costs concerning the Executive and Council Meeting, with exception of the costs of a reception for the council members.

The council decides that South-Africa should be implemented as member of IFSAM. It

will be decided later, after it is clear how EAM will react to the non-sponsoring of AoM

and after the meeting the President will have with Professor Rensburg in South-

Africa.

Among the council the question rises why IFSAM needs a host for its council meetings. This appears to be an IFSAM tradition, and it is agreed that the tradition will be continued. Further the council suggests that the above mentioned issue should be given back to the IFSAM Executive and it should be postponed for about six months to see what the outcome will be of the various actions that will be taken.

13. The role of the IFSAM web-site. The paper that is enclosed in the meeting

documents needs no further discussion. It is very clear that the website urgently needs

to be improved, the action to be taken on this item will be put on the IFSAM action list

and will be worked out in the near future.

15. Strategic decisions and specific initiatives for IFSAM. The attached documents

Furthermore a flyer on IFSAM, promoting IFSAM and its goals, is attached.

The item is brought forward and pointed out by the IFSAM President.

In this meeting decisions will have to be taken on what IFSAM is/means and where it is heading to. Should it perhaps be seen as some kind of UN or perhaps some other kind of organisation that already exists?

The council does not agree on the UN analogy, for example the UN would allow every organisation to become a member. IFSAM does not.

Being a member of IFSAM should add value to its home academies. IFSAM should give its members the opportunity to share their experiences, to work as a kind of platform. This platform could perhaps be a 2-way platform. (see the scheme below)

IFSAM

Show / raise standards share experience

of research out of

+ different members

divert standards

This could be established by making contact with other academies of management in order to exchange experiences. Newly established academies could obtain this information as members of IFSAM and this way make use of their experience.

Very often The Academy of Management is being held as standard, based on its history. These standards should be used openly. IFSAM should improve this role for all academies of management. The rules should be made more open to the diversity of academies.

The Executive discussed this item before the meeting and suggests dividing the meeting in three groups, to give each group 30 minutes time to come up with their view on the questions that arise:

Outcomes of the discussions of the different groups are given in appendix 1 to this report,

due to the time the discussion is not completed

Decision 4.: It was agreed that the secretary would make an action plan

based on the different discussions of this council meeting.

As there are no other matters arising from the members discussion, item 16 is removed from the agenda.

The President thanks every council member for his/her very active participation in this very fruitful Council meeting, and invites everybody for a drink. This drink is offered to IFSAM by the board of NOBEM. NOBEM will be represented by a few of its board members.

APPENDIX 1.

Outcomes of the discussions of the 3 different groups:

Group 1. (How can IFSAM assist its members to improve themselves?)

Various suggestions are given by this group:

A special remark is made concerning the role of the council members: it usually turns out that council members react very enthusiast on and right after meetings, and appear to have forgotten about it a few days/weeks after the meeting. This is very common behaviour, as the meeting will then no longer be a top issue to take care of, and other responsibilities will call for attention. Still the actions for IFSAM will have to be taken. The council agrees to this and decides that the secretariat will summarise

the suggestions that are made during the meeting, and will forward them to the council members so they are reminded to their promises. Decision: the secretariat will make an action plan.

Group 2. (How can IFSAM assist in forming a new academy?

there shouldn’t be a specific model

China has built a committee to do so, furthermore there could be link concerning

governance, this could be a condition to consist.

It turns out to be happening more and more, like for example in China, that more academies of Management are established in one country. It should be clear to all parties that it does not matter how many academies there are, as long as the goals of the academy fit in the IFSAM characteristics.

Group 3. (How can an action-plan be made to increase new memberships)

personal contact could be of help in maintaining the number of members.

operation can be established.

networks. For example Zhicheng Chen is familiar with the Taiwanese Academy of

Management and Juan Duran has connections in Portugal. They will both contact

the organisations and find out whether they are interested in becoming member of

IFSAM.

can be invited, for example the congress in Berlin in 2006 or the council meeting in

South- Africa in 2005.

encounter: Sue Bruning and Joan van Aken will investigate the possibilities in India;

Sue Bruning, Sten Jönsson and Rolf Lundin will do so with Poland. Russia

apparently doesn’t exist in the members’ networks. Juan Duran will contact

Portugal, Shinshi Kataoka will have a look in Korea. Wolfgang Weber mentions

Greece as a possibility and the Secretary will do his utmost to get on speaking

terms with Italy again.

APPENDIX 2.

IFSAM Council –> Decision-list

Council Meeting of 17^th September 2003 at the Radisson SAS Hotel

Amsterdam, The Netherlands

Decision 1.: it was agreed that as the congress starts with registration on Sunday afternoon, 4^th July, it will be possible to plan the Executive Meeting on Friday, 2^nd July and

the Council Meeting on Saturday, 3^rd July, with an extension to Sunday morning.

Decision 2.: it was agreed that Wolfgang Weber from the Paderborn University, Germany will be President Elect of IFSAM for the remaining period of 17^th September 2003- 31^st December 2004.

Decision 3.: it was agreed that that the 2006 congress will be organised by

the German Academy of Management.

Furthermore it is decided that the Chinese member organisations are given a new possibility to send a co-operative bid to the Secretariat, into which the following criteria should be considered:

Decision 4: It was agreed that the secretary would make an action plan based on the different discussions of this council meeting.